Getting Started with SharePoint on APAN.org

Welcome to SharePoint on APAN.org! Whether you’re setting up your own site or just joining a team, this guide will walk you through the basics — from navigation to managing files, lists, and permissions.

APAN uses SharePoint 2019 on premises, but the user interface (skin) displays SharePoint 2013.

1. Understanding Your SharePoint Site

SharePoint sites on APAN are private by default, but they can be made public if needed. Each site is customizable, letting you control both content and user access.

Important:
If you’re a new site owner, you’ll need to attend the “New Owner Training” session to learn how to manage permissions. Daily training is also available if you want more hands-on help.

Key Features

• User Interface: APAN’s SharePoint runs on SharePoint 2019 but uses the look and feel of SharePoint 2013.
• Customization: You can add content to your site using SharePoint Web Parts and App Parts.
• Navigation: Tailor the menus to help users find what they need.

2. Navigating Your Site

Quick Launch (Left Menu/Current Navigation)

This is the set of links on the left side of your SharePoint page. As a site owner, you can add, remove, or hide these links. To edit:

1. Click the gear icon in the top right.
2. Go to “Site Settings.”
3. Click “Navigation” to update your menu.

Top Tabs (Global Navigation)

Tabs across the top of your page work just like Quick Launch. Customize these using the same steps described above.

Subsites

If your site has subsites (child sites), you’ll see links to them above your site’s title. Click a subsite to go there. If you don’t have access, you can request it. To return to the parent site, click the parent’s name or logo.

Icons in the Corners

• Top right: Gear icon for all settings.
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• Top left: The App Launcher grid, which lets you open other APAN apps.
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3. Requesting Access to a Site

Site owners control user access. If you find a site in APAN search and want to join:

1. Log in to your APAN account.
2. Search for the site.
3. Click the banner: “Let us know why you need access to this site.”
4. Enter a detailed reason and click “Send Request.”

Your request goes directly to the site owner.

4. Using Document Libraries

Document Libraries let you store, share, and manage files.

Creating a Document Library

1. Click Settings → Site Contents → Add an app.
2. Choose the type of library (Document, Picture, etc.).
3. Enter a name and (optionally) a description.
4. Click Create.

Uploading Files

• Click Upload at the top of your library to add files.
• You can select one file or multiple files (hold Ctrl or Shift).
• If drag-and-drop doesn’t work in Chrome or Firefox, try Microsoft Edge.

Tip: Drag files directly into the library where it says “DRAG FILES HERE” (the blue box).

Requiring Check Out for Editing

To make sure only one person edits a file at a time:

1. Go to the library.
2. Click Settings → Library Settings → Versioning settings.
3. Under “Require documents to be checked out,” select Yes.

Deleting a Document Library

1. Go to the library.
2. Click Library → Library Settings.
3. Under “Permissions and Management,” select Delete this document library.
4. Confirm by clicking OK.

5. Organizing with Folders

Creating a Folder

1. Open your document library.
2. Click Files → New Folder.
3. Name your folder and save.

If you don’t see the option:
Check your library’s advanced settings and make sure “Make New Folder command available” is set to Yes.

Renaming a Folder

• Click the folder’s ellipsis (…), then Rename.
• Or choose Edit Properties to change the name.

6. Restoring Deleted Items

Deleted files and lists go to the SharePoint site recycle bin (not your Windows recycle bin).

To restore:

1. Go to your SharePoint site.
2. Click Recycle bin on the lower left, or via Settings → Site contents.
3. Check the items to restore and click Restore.

Note: Items stay in the recycle bin for 30 days. After that, they go to the Site Collection Recycle Bin where they may be restored by APAN Team members for another 60 days.

7. Common Issues & FAQs

• File/Folder Name Limits: Keep names under 260 characters, and avoid special characters like + ~ " # % & * : < > ? / \ { | }.
• Upload Problems? Check for duplicate names, large file sizes, network issues, or browser compatibility. Try using different browsers if you have trouble.
• Approval Requirements: Site owners can require approval before files or list items are visible to everyone.

For more details, see Microsoft’s SharePoint knowledge base.

8. Lists

Lists are useful for tracking tasks, contacts, calendars, or custom data.

Creating a List

1. Click Settings → Add an app.
2. Choose a list template (custom, tasks, calendar, etc.).
3. Enter a name and description.
4. Click OK.

Adding a List to a Page

1. Go to the page you want.
2. Click Page → Edit (or Settings → Edit Page).
3. Choose where to insert the list, then Insert → App Part.
4. Select your list and click Add.

Deleting a List or List Items

• Delete a list: Go to the list, click List → List Settings → Delete this list → OK.
• Delete items: Select items, then click Delete.

Restoring List Items: Use the recycle bin as described above.

9. Calendars & Surveys

Calendars

• Click Settings → Add an app.
• Choose the list template for calendar
• Enter a name and description.
• Click OK.
• Add events directly or by using the “Add Event” option.

Surveys

• Plan your questions and answer types (text, choice, rating, etc.).
• Create a survey by adding the “Survey” app.
• Add questions, set options, and enable branching logic if needed.
• Distribute using a link or by adding it to your homepage.
• View results as text, charts, or export to Excel.

Click here for more details on surveys.

10. Managed Metadata Columns

Managed Metadata Columns help ensure consistency in tagging across your site. They let users select values from a central term set.

To create one:

1. Go to your list or library settings.
2. Choose Create Column.
3. Select Managed Metadata as the type and configure as needed.

Learn more from Microsoft’s official guide: Create and manage terms in a term set.

If you’re ever stuck or need more details, check out Microsoft’s SharePoint support pages or contact APAN support for help.